Wedding & Special Events Co-ordinator

Job description

Key tasks

Job Purpose: To promptly handle all event enquiries, ensuring prompt conversion to confirmed bookings whilst maximizing the revenue for all space on hold. To effectively promote, sell, administrate & co-ordinate wedding & special event enquiries. Ensure that throughout your own work and team contribution that your monthly budgets are achieved. To fully understand and perform job duties and responsibilities as well as personal competencies as described below, working with your team to deliver outstanding customer service to promote the Castle Hotel, Windsor - MGallery Hotel Collection.

Job Requirements:
Ability to build and maintain strong relationships
Previous experience in similar role
Effective communication, negotiation and administrative skills
Strong competency in using Microsoft Office and Opera
Adaptable to meet all guests needs
Understanding of MICE functionalities preferred, room, layouts, packages etc.
Capable to manage own time and work load

Personal Competencies: Description of behaviour that you will need to carry out your job effectively.
1. To arrive on duty prior to the commencement of your shift in agreed uniform ready to start your shift
2. To be motivated and committed, approaching all tasks with enthusiasm and seizing opportunities to learn new skills or knowledge in order to improve your personal performance.
3. To maintain high team focus by showing co-operation and support to colleagues in pursuit of departmental targets.
4. To be flexible, responding quickly and positively to changing requirements

Main Duties and Responsibilities:
1. Ensuring all telephone, personal and written enquiries are dealt with promptly (within 2 working hours), in a friendly and professional manner in line with company standard.
2. Ensure that all enquiries (Lost, Denied, Pending, Optional, Tentative and Definite) are logged via DIGI & daily update documents with correct information and activities/traces.
3. Ensure contracts are prepared for signing, files set up and credit requests are passed to accounts for processing. Ensure accounting instructions are verifies and acceptable prior to the event.
4. Ensure all activity/traces are printed off and actions on a daily basis, all chases to be completed within the 3 working day deadline and followed up from thereafter.
5. Ensure all brochure requests are dealt with within 24 hours and followed up within 3 working days.
6. To ensure customer satisfaction at all times. To provide a personalised service and to report any complaints, comments and compliments to the teams and relevant HOD’s.
7. Ensure that all events are confirmed with all relevant details, deposits, reservation correspondence and copying in colleagues where appropriate.
8. To identify, assess and pass on any sales leads to the relevant personnel or action personally when necessary. See potential in enquires, conduct a thorough enquiry process to seek further potential business.
9. If unable to accommodate anyone, refer to another Accor Hotel where possible.
10. Conduct meetings with clients for show rounds and appointments where necessary.
11. Ensure that an effective handover is given to the operational teams including any supporting materials e.g. menus, table plans etc.
12. To utilise MICE pricing tool when appropriate in order to revenue manage the business where possible. Challenge rates where possible and ensure we are meeting the client needs where possible.
13. Adhere to the company hand book rules.
14. To understand the company’s Health & Safety policy.
15. To have an in depth understanding of the hotel product and basic knowledge on the company’s product as a whole.
16. Ensuring the shift is reviewed and handover and briefings are carried out.